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Oscar B. Jackson, Jr., Administrator and
Secretary of Human Resources and Art~inistration
Mary Fallin
Governor
)0. 3 A256 2009/10 c.1
STATE OF OKLAHOMA
OFFICE OF PERSONNEL MANAGEMENT
"Working for Oklahoma"
February 23, 2011
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James Reese
Secretary of Agriculture
Commissioner of the Department of
Agriculture, Food and Forestry
2800 North Lincoln Boulevard
Oklahoma City, OK 73105
Dear Secretary Reese:
Based on the review and recommendation of the OPM Office of Equal Opportunity and
Workforce Diversity (EOWD) and the Affirmative Action Review Council, I have approved your
agency's FY-2011 Affirmative Action Plan. This action is taken in accordance with the
provisions of Title 74 O.S., Section 840-2.1 and Merit Rule 530:10-3-36.
As an agency under the Merit System of Personnel Administration, I hope that you will continue
to take advantage of the resources offered by our agency to assist you in achieving your stated
goals and objectives. In particular, I hope that you will consult with Brenda C. Thornton,
Director of EOWD, on technical issues relating to the implementation and administration of your
plan. Ms. Thornton can be reached at (405) 521-3082 or brenda.thornton@opm.ok.gov. You
may also wish to seek the assistance of Herman Johnson, Targeted Minority Recruitment
Coordinator, in identifying individual applicants or new recruitment sources for targeted groups.
Mr. Johnson can be reached at (405) 522-0663 or herman.johnson@opm.ok.gov.
I commend you and your staff on the development of your FY-2011 Affirmative Action Plan. I
also wish you success in accomplishing your equal employment opportunity and affirmative
action goals and objectives. Please let me know if I may be of further assistance.
Oscar B. Jackson, Jr., I MA-CP
Administrator and Cabinet Secretary
of Human Resources and Administration
cc: Cherry Williams
"We serve the people of Oklahoma by delivering reliable and innovative
human resource services to our partner agencies to achieve their missions."
2101 North Lincoln Boulevard • Oklahoma City, OK 73105-4904 • (405) 521-2177 • Fax (405) 524-6942 • www.opm.ok.gov
OKLAHOMA
DEPARTMENT OF
AGRICULTURE, FOOD, AND FORESTRY
FY-10 AFFIRMATIVE ACTION PLAN
AS SUBMITTED BY
CHERRY M. WILLIAMS
CIVIL RIGHTS CONSULTANT
TO
TERRY PEACH, SECRETARY OF AGRICULTURE
THE OKLAHOMA STATE BOARD OF AGRICULTURE
THE OKLAHOMA OFFICE OF PERSONNEL MANAGEMENT
OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD, AND FORESTRY
AFFIRMATIVE ACTION PLAN
FISCAL YEAR 2010
TABLE OF CONTENTS
Introduction and Compliance Statement 1
Part One - Narrative Portion
EEO/AA Policy Statement 2
Sexual Harassment Policy Statement 3
Sexual Discrimination Guidelines .4
Responsibility for Implementation 5
Responsibility of Division Directors 6
Responsibility of Employees 7
Dissemination of Policy 8
EEO Policy for the Disabled and Older Persons 10
Action Oriented Programs (Training and Recruitment) 11
Evaluation of FY 10 Efforts 14
Evaluation of Previous Efforts (3 year period) 19
Identification of Problem Areas 20
Internal Auditing and Reporting 21
Part Two - The Statistical Portion
Job Group Analysis 23
Availability Analysis 34
Utilization Analysis 43
Department of Agriculture FY-10 Goals .45
Present Staffing Report 47
Personnel Transactions Report 49
Part Three - References and Definitions
EEO Job Categories 51
Glossary of EEO Terms and Concepts 52
EEO/AA Laws 58
INTRODUCTION
This document contains the Affirmative Action Plan for the Oklahoma Department of
Agriculture, Food, and Forestry for the Fiscal Year 2010, as submitted to the Oklahoma
Office of Personnel Management. The effective period of this plan is July 1, 2009
through June 30, 2010. The employment data contained herein reflects the work force
as of June 30,2010.
In accordance with Merit Rule 530:10-3-33, Affirmative Action Plans, the Oklahoma
Department of Agriculture, Food, and Forestry sets forth in the following pages an
Affirmative Action Plan for Division Directors and departmental supervisors to follow on
carrying out the Affirmative Action Program.
In addition, Merit Rule 530:10-3-34 requires that each state agency maintain data
reflecting the composition of its workforce for race or ethnic group and gender for the
purpose of developing affirmative action objectives and to comply with the State of
Oklahoma and Federal reporting requirements.
This plan will be upgraded annually (or as needed), and submitted each year to the
Office of Personnel Management for review on or before the first day of September.
AAPNarr8/24/10
/
State of Oklahoma
Department of Agriculture, Food, and Forestry
2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864
www.oda.state.ok.us
lradHenry
:;'overnor
Terry L. Peach
Secretary and Commissioner
EQUAL EMPLOYMENT OPPORTUNITY
ANDAFFIRMATIVE ACTION POLICY
TO: ALL EMPLOYEES OF THE DEPARMENT OF AGRICULTURE, FOOD, AND FORESTRY
It is the policy and legal obligation of the Department of Agriculture, Food, and Forestry (the Agency) to
comply with all applicable laws pertaining to equal employment opportunity. The Agency therefore has
made a commitment to equal opportunity by establishing an Affirmative Action Plan as the means to
achieving this commitment. Consistent with federal and state laws and guidelines established for equal
opportunity and affirmative action,l affirm my continuing policy' to provide equal employment and
advancement opportunities in all job classifications of this agency without regard to political or religious
affiliations or opinions, race, creed, gender, age, color, national origin, or disability, so long as the
disability does not render the employee unable to do the work for which they are employed.
Affirmative Action should be viewed as a planned, cooperative ·effort developed to eliminate barriers and
correct deficiencies in .providing equal opportunity at all levels. The principles of equal employment
opportunity apply to all employment practices and personnel actions throughout the agency including, but
not limited to, recruiting, hiring, training, promotions; demotions, separations, transfers, layoffs (RIF),
recall, compensation, benefits, any and all terms and conditions of employment and agency sponsored
social and recreational activities.
Cherry M. Williams, located in the Oklahoma .City office, is assigned to serve as the Civil Rights
Consultant for this Agency. Ms. Williams is responsible for compliance with state and federal equal
employment laws and for implementing the Affirmative Action Plan, including equal. employment
practices, monitoring and evaluating our progress and reporting results to me. She is available to any
employee having questions or needing assistance in regards to Affirmative Action or equal employment
opportunity in this Agency. Employees who believe they have not been treated in accordance with this
policy are encouraged to contact Ms. Williams at (405) 522-5772. Interested parties may review the plan
by contacting the Affirmative Action Office located in the Human Resources Section Office.
The continued success of Affirmative Action requires the total commitment and maximum cooperation
from every employee throughout this Agency. Equal employment opportunity is not only the law; it is the
policy of the Agency. My personal commitment to this policy is complete. I expect each and every
employee to perform his/her duties and responsibilities in a manner that will demonstrate this Agency's
firm commitment in this most important area. Your cooperation is expected to enable the Agency to
achieve this goal. I am personally committed to this policy and accept overall responsibility for equal
employment and affirmative action within this agency.
BOARD OF AGRICULTURE
Da~ .
State of Oklahoma
.Department of Agriculture, Food, and Forestry
2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864
www.oda.state.ok.us
Brad Henry
:;overnor
Terry L. Peach
Secretary and Commissioner
SEXUAL HARRASSMENT AND HARASSMENT POLICY
It is the goal of the Oklahoma Department of Agriculture, Food, and Forestry (the Agency) to provide a work
atmosphere free from sexual harassment and other forms of harassment including intimidation and coercion. It Is the
Agency's policy to abide by federal laws, state laws and state Merit Rules of Employment, which prohibit these forms
of harassment.
Harassment of any kind, by or toward any individual or employee, will not be tolerated by the Agency. All employees,
including management, are responsible for insuring their conduct or the conduct of others does not violate the letter
or spirit of this policy and must take immediate corrective action by reporting such conduct to the Director of
Administrative Services or the Human Resources Manager. ViolatorS of this policy, including false accusations, will
receive counseling and/or disciplinary action as deemed appropriate up to and including termination from this
Agency.
Sexual harassment isa form of unlawful discrimination. based on sex. Sexual harassment includes, .but is not
limited to, unwelcome sexual advances, request for sexual favors, lewd or obscene language with sexual overtones,
and other verbal or physical conduct of a sexual nature.
Harassment is defined as verbal or physical conduct that demeans or shows hostility or aversion toward an
individual because of his/her race, color, religion, gender, national origin, age, or disability Or that of his/her relatives,
friends or associates.
Sexual harassment or harassing conduct includes, but is not limited to the following:
Unwelcome sexual flirtation, sexual remarks, conduct, jokes, suggestions, touching, plnchinq, brushing the
body;
Threats, demands or suggestions that an individual's work status or any employment decisions concerning that
individual would be conditional upon the acceptance of or resistance to sexual advances;
Name calling, slurs, negative stereotyping, or acts which has the purpose of unreasonably interfering with an
individual's work performance or creating a threatening, intimidating, hostile or offensive work environment;
Display or circulation anywhere on the Agency's 'premises or property of written or graphic material that defames
or shows hostility or aversion toward an individual or group or displays sexually suggestive or sexually
demeaning objects or pictures;
Retaliation against employees for reporting the behavior cited above or similar behavior.
All complaints of harassment will be investigated and treated With confidentiality and respect regarding the personal
privacy of all concemed parties. If you believe you have been the victim of sexual harassment or other forms of
harassment by anyone, including managers, supervisors, co-workers, vendors, outside agents or visitors you should
report it immediately to one of the following: your supervisor, Division Director, or you may directly contact Cherry
Williams, the Civil Rights Consultant in the Oklahoma City office at (405) 522-5772.
BOARD OF AGRICULTURE
Terry bate
SEX DISCRIMINATION GUIDELINES
It is the policy of this agency not to discriminate against any employee or applicant on
the basis of sex. The agency maintains a policy ensuring equal employment
opportunities for all employees without regard to sex. Recruitment, selection,
promotion, transfer and training are done on the basis of occupational qualifications.
The following employment guidelines have been established:
1. Written personnel policies and practices apply to every employee
regardless of sex.
2. Employees and applicants of both sexes are considered equally for all
positions for which they meet the required qualifications.
3. No distinction is made between sexes regarding opportunities, wages,
hours of work, benefits or other conditions of employment.
4. Married and unmarried men and women are treated equally in all
conditions of employment. The agency does not deny employment to
women or men with young children.
5. Appropriate and comparable physical facilities are provided for employees
and applicants of both sexes.
6. Leaves of absences are treated the same for all employees regardless of
sex and marital status.
7. Women and men are eligible for all training programs and other benefits
offered by the agency.
8. Employees with disabilities related to pregnancy are treated in the same
manner as any other employee with a disability caused by other medical
conditions.
9. The same terms and conditions are applied to leaves of absences due to
disabilities arising out of pregnancy as are applied to leaves of absences
related to other medical conditions.
AAPNarr8/24/10 4
RESPONSIBILITY FOR IMPLEMENTATION
RESPONSIBILITY OF THE APPOINTING AUTHORITY
The Cabinet Secretary of Agriculture, Terry L. Peach, exercises overall responsibility for
equal opportunity and affirmative action within this agency.
RESPONSIBILITY OF THE CIVIL RIGHTS CONSULTANT
Responsibility for the development, implementation and monitoring of the affirmative
action plan shall rest with Cherry Williams, Civil Rights Consultant, whose
responsibilities include, but are not limited to the following:
1, Develop affirmative action programs, policy statements, plans and internal
communications.
2. Assist in the identification of problem areas and effecting solutions to
problems.
3. Design and implement audit and reporting systems to:
A. Measure the effectiveness of the agency's program.
B. Indicate remedial action needed to correct deficiencies.
C. Determine the degree to which the agency's goals and objectives
have been attained.
4. Serve as liaison between the agency and the various state and federal
compliance agencies.
5. Serve as the agency's outreach and referral resource for minority
organizations, women's organizations, organizations for disabled and
older individuals; and, community action groups concerned with
employment opportunities for minorities, women, disabled and older
individuals.
6. Investigate cases of and draft recommendations for resolution of
discrimination complaints.
7. Keep the agency's various organizational levels informed of developments
in the EEO area.
AAPNarr8/24/10 5
8. Ensure the proper display of EEO posters and policies and inspect the
agency's various work sites to ensure that EEO information is being
disseminated and prominently displayed where appropriate.
9. Monitor the agency's personnel practices to ensure that discriminatory
practices do not exist.
10. Conduct career guidance counseling with employees, with special
attention given to minorities, women, disabled persons and older workers
to ensure they have full access to opportunities for career progression (i.e.
transfers, promotions, training, etc.).
RESPONSIBILITY OF THE DIVISION DIRECTORS
1. Assist in the identification of problem areas and establishment of division
goals and objectives.
2. Work toward the elimination of any areas of under utilization of women
and minorities in areas of identified deficiency.
3. Monitor all employment related decisions, including hiring, promotion,
training, transfer, and termination, without regard to race, color, national
origin, sex, age, religion, disability and eliminate any impediments to goal
attainment.
4. Take appropriate disciplinary actions for violations of the EEO policy or
Affirmative Action Plan.
5. Communicate regularly with staff to emphasize the agency's EEO policies,
including the policy against harassment and sexual harassment of all
employees.
6. Be aware of and/or involved in community action groups, service
programs and local women and minority organizations.
7. Conduct periodic audits to ensure that their areas of responsibility are in
compliance with:
A, Required posters being properly displayed.
B. Insuring that all employees regardless of race or sex are afforded a
full opportunity to participate in any agency sponsored educational,
training, recreational and social activities.
AAPNarr8/24/10 6
RESPONSIBILITY OF THE EMPLOYEES
1, Apply all laws, rules and regulations, policies and procedures fairly and
impartially to all individuals, without regard to political or religious opinion
or affiliation. race, creed, gender, age, color, national origin or disability
condition.
2. Exhibit an attitude of respect, courtesy and cooperation toward fellow
employees and the general public.
3. Aid supervisors and managers in carrying out their responsibilities with
regard to the EEO/AA program.
4. Be familiar with the affirmative action plan and make a good faith effort to
complete their assigned responsibilities as identified in the plan.
AAPNarr8/24/10 7
DISSEMINATION OF POLICY
The following are methods, which will be used to publicize the Agency's commitment to
Equal Employment Opportunity and its' Affirmative Action Program.
INTERNAL DISSEMINATION
The Oklahoma Department of Agriculture, Food, and Forestry, through its Civil Rights
Consultant, will notify supervisory and management personnel and other employees of
its Affirmative Action Program through a variety of methods:
1. The EEO and sexual harassment policy statements will be posted on the
Human Resources and division bulletin boards and in the break-room. In
addition to the postings, all employees will receive updated copies of the
policies with their September pay warrant. The policy statements are also
posted on the intra-agency time and leave computer program for viewing
by agency employees. These notices will state the name of the Civil
Rights Consultant, to whom questions, comments, or complaints should
be directed. All required state and federal EEO notices are also posted.
2, All employees have been given the Employee Handbook, which includes
nondiscrimination policies and a brief synopsis of the Affirmative Action
Plan. Copies of the Plan are available for employees to review at the
agency headquarters. A copy of the Plan is sent to each agency area
office for prominent placement so field employees and the public may
view.
3. A copy of the discrimination complaints procedure is contained in the
Employee Handbook and is explained to each new employee of the
Oklahoma Department of Agriculture, Food, and Forestry during
employee orientation. Employees are encouraged to use the
discrimination complaints procedure to resolve problems that may arise in
the course of their employment.
4. Division Directors will be provided with information regarding the
Affirmative Action Plan, which they in turn will present and discuss with
supervisors, upon approval of the Plan.
5, Each Division Director and appropriate supervisory staff will be
responsible for becoming familiar with the Plan, as it is essential to their
understanding and cooperation for compliance with the fulfillment of the
Plan's objectives.
AAPNarr8/24/10 8
6. The Affirmative Action Program and policies of equal employment
opportunity and sexual harassment are explained in employee orientation
and supervisory training programs.
EXTERNAL DISSEMINATION
The Oklahoma Department of Agriculture, Food, and Forestry will use the following
methods to externally publicize its commitment to Equal Employment Opportunity and
Affirmative Action:
1. Upon approval of the Plan, copies will be forwarded to the Oklahoma
State Department of Libraries by the publications officer.
2. Recruiting sources will be notified of the approved, updated Plan by the
Human Resources Director and/or Civil Rights Consultant.
3. All contractors, sub-contractors and vendors with which the Agency
contracts, purchases or does business with will be notified of the Policy on
Equal Employment Opportunity and Affirmative Action.
4. Copies of the Agency's Affirmative Action Plan will be available, upon
request, from the Affirmative Action Office located in Oklahoma City.
5. A copy of the Plan is located in the main entrance reception area of the
building where the general public and external applicants enter the
building.
AAPNarrB/24/10 9
EEO POLICY FOR THE DISABLED
AND OLDER PERSONS
DISABLED PERSONS
It is the policy at this Agency to provide equal employment and advancement
opportunities to all qualified disabled individuals.
The Rehabilitation Act of 1973. As amended, defines a "disabled individual" as any
person who has a physical or mental impairment, which substantially limits one or more
of such person's major life activities, has a record of such impairment, or is regarded as
having such impairment.
"Qualified disabled individuals" means a disabled individual who is capable of
performing a particular job, with reasonable accommodation to his or her disability.
The Agency will take affirmative action steps to ensure fair treatment of every individual
in all aspects of employment, regardless of disability.
AGE DISCRIMINATION
Agency policy is to ensure persons over 40 years of age are treated equally in all
aspects of employment.
The Age Discrimination in Employment Act of 1967, as amended, protects persons over
40 years of age from discrimination on the basis of age in any terms or conditions of
employment.
The Agency will make every effort to ensure that no employee over 40 is denied equal
terms or conditions of employment.
AAPNarr8/24/10 10
ACTION ORIENTED PROGRAMS
TRAINING, RECRUITMENT AND COMMUNITY ACTION PROGRAMS
RECRUITMENT
In the face of the changing labor market, recruitment planning is crucial. The active
recruitment of new employees affords the best opportunity to maintain an appropriate
work force balance in all job categories.
Recruitment efforts of the Agency include placement of paid advertising in the
newspapers and publications of area, local, university, affiliations and neighboring
states notifying the public of the availability and/or opening of testing through the Office
of Personnel Management in an effort to expand our applicant base. Recruitment
announcements are sent to multiple State agencies for posting in conspicuous places.
Recruitment announcements are also placed on the Agency web site. The recruitment
assistance of current Agency employees is sought by asking employees to encourage
their friends and family to apply for Agency openings via the merit system or for
unclassified positions.
The Agency has sought and received support and assistance in our recruitment efforts
from the Hispanic Chamber of Commerce and the India/Asian organization in the Tulsa,
Oklahoma area. Recruitment announcements sent to these organizations are posted
and also disseminated to other branches of their organizations. The India/Asian
organization forwards our recruitment announcements to their student community at the
University of Tulsa and the Hispanic Chamber of Commerce places our recruitment
announcements in their "job banks directory." The Agency has also established a
partnership with the Urban League of Greater OKC and Langston University in which
recruitment announcements are forwarded to the Workforce Development Coordinator
and the Employment Manager respectively of these organizations for posting in an
effort to reach a wider variety of applicants.
The Agency annually participates in the Career Fair sponsored by and held on the
campus of Langston University in an effort to attract minority students as Carl Albert
intern's or for a career in agriculture.
The Civil Rights Consultant will review the staffing patterns and turnover rates to
determine vacancies and assist or provide guidance to divisions in their recruitment
activities to meet agency needs.
SELECTION
As vacancies occur, an analysis of position descriptions will be conducted to ensure
that they accurately reflect position functions and are consistent for the same position
AAPNarr8/24/10 11
from one location to another.
The Human Resources Office and divisions will periodically review job requirements
and specifications. Special attention will be given to academic, experience, physical,
and skill requirements to ensure that the requirements themselves do not constitute
inadvertent discrimination and are free from bias in regard to race, color, religion, sex
disability or national origin.
Vacancy announcements will be posted and distributed to all recruiting sources and
members of management will be involved in the recruiting, screening, selection and
promotion processes.
Selection process will be evaluated to ensure that they are nondiscriminatory. All
personnel involved in the selection process will be provided with an "Interviewing
Procedures and Guidelines" handbook and will also receive necessary ongoing training
to ensure the selection processes remain nondiscriminatory.
TRAINING
The Office of Personnel Management's Human Resource Development Division
courses are used to prepare employees for advancement to supervisory positions. In-house
training is also available provided by the agency Training Specialist. Additionally,
employees are provided on-the-job-training (OJT) in their respective divisions. For
example: Meat Inspection has an entry-level training program. Each employee
interested in advancement to senior level is afforded the opportunity to progress to
Meat Processing Training. Animal Health Livestock Inspection also has an entry-level
training program. The Forestry Division's training program is designed to prepare all
interested employees for advancement opportunities in the Forest Ranger and Forester
classes. This has been approved by OPM and can help those employees who do not
have an Associate Degree in Forestry to cross over the threshold to higher level
positions.
On a department level, Directors, Managers, and Supervisors are becoming more
aware and active in Affirmative Action Planning and providing a bias free work
environment. Emphasis is stressed and affirmative action planning is reinforced by the
Cabinet Secretary of Agriculture during weekly meetings with agency Directors. The
Department now has a full-time Training Specialist who will work with the Civil Rights
consultant to provide training to agency personnel in affirmative action planning.
SUPPORT OF COMMUNITY ACTION PROGRAMS
The Agency supports local community service programs designed to improve the
employment of minorities and women. Management is encouraged to serve on
community relation boards and similar organizations. The agency is committed to
assist secondary schools and colleges upon request and where feasible, in programs
designed to enable minority and women graduates to better compete for employment.
AAPNarr8/24/10 12
ODAFF has sponsored or been involved with the following programs:
Ag in the Classroom; designed to introduce agriculture to secondary school age
children statewide. Programs target inner city schools with diverse ethnic backgrounds.
Cultural Diversity; ODAFF has an ongoing active Cultural Diversity committee.
Diversity programs designed to educate agency employees, managers and supervisors
are presented throughout the year. It is the mission of this committee to create a better
understanding of and sensitivity to various ethic, gender and minority cultures.
Retired Educators for Youth in Agricultural Programs; ODAFF has an eleven year
relationship with REYAP. Every year the agency assists with the coordination of a
recognition luncheon honoring Black Educators in Agriculture. This relationship works
through the agency's Market Development Division's liaison.
This agency also maintains an ongoing relationship with the following organizations:
• Future Farmers of America
• Langston University
• Oklahoma Alliance for Affirmative Action
• Oklahoma State University
• AARP Senior Employment Service
• Oklahoma State Work Incentive Program
• Oklahoma Black Historical Research Project, Inc.
• Retired Educators for Youth in Agriculture Program
• Women in Agriculture
• Oklahoma 4-H Clubs
AAPNarr8/24/10 13
EVALUATION OF FY - 2010 EFFORTS
OFFICIALS AND MANAGERS:
It was anticipated that one vacancy would occur in this category and that vacancy did
occur. Our goal was to have one position filled by an Asian/Pacific Islander female.
This goal eluded us this year. We did fill a vacancy in this category with one White
female. We will continue to pursue and identify qualified women and minorities in this
job group for future recruitment efforts as vacancies occur and turnover allows.
PROFESSIONALS:
The goal to hire two minority employees and one female employee for fiscal year 2010
was partially met with the hiring of four White females.
TECHNICIANS:
The goal to hire four minorities and one female was not achieved. Minority hires in this
category eluded our expectations. The goal to hire one female was met with the hiring
of one White female. Recruitment efforts have been expanded statewide to contact,
identify and attract qualified Black, Asian American, Hispanic, American Indian and
female applicants in this job group.
PROTECTIVE SERVICES:
The goal, if an opportunity occurred, was to hire one Black, one Hispanic and one
female in fiscal year 2010. The agency was not able to place any minorities in this
category in FY 2010. Efforts will continue to promote employment in this category and
to identify qualified women and minorities for this job group. The duties of personnel in
this job group consists mainly of firefighting, law enforcement and wildlife management
activities (all somewhat hazardous positions); therefore, progress toward full utilization
of minorities and women in this area will continue to take a number of years given the
low number of qualified minority and female candidates in this non-traditional job
classification.
PARA PROFESSIONALS
This group is not underutilized and no goal was set.
AAPNarr8/24/10 14
ADMINISTRATIVE SUPPORT
Although this job group is not underutilized we did set a goal to hire one Black, one
American Indian and two females. The agency hired one Black female in FY 2010 and
two White females.
SKILLED CRAFT:
This job group is not underutilized; however, we did set a goal to hire one American
Indian. No opportunity presented itself to fulfill this goal during FY 2010.
SERVICE/MAINTENANCE:
The goal of the agency was to hire one Black in this job group. The agency was not
able to recruit and/or fill any positions in this job group with members of the Black ethnic
group.
AAPNarr8/24/10 15
GOOD FAITH EFFORTS
The Department of Agriculture, Food, and Forestry will continue our relationship with
Oklahoma State University, Langston University and the Urban League of Greater OKC
to attract minority and female applicants. The Department of Agriculture, Food, and
Forestry places students in the appropriate divisions during the summer and school
breaks. The creation of flexible work schedules has permitted college students to
continue to work part-time throughout the school year.
In addition, we are participating in minority job fairs and promoting the Department. We
plan to continue to attend college job fairs this year. During this reporting period we
have made a continuous effort to communicate with minority organizations and
community leaders with our recruitment programs. Recruitment efforts also include
placement of paid advertising in small town newspapers in eastern Oklahoma, the
Oklahoma City area and bordering states to inform the public of job openings and to
encourage testing for employment consideration. Unclassified positions have also
been advertised in applicable local newspapers. Ads have been placed in The
Oklahoman (published daily by the OPUBCO Communications Group) to recruit
applicants. This same advertisement also appeared online at www.jobsok.com for two
weeks as well as in the Buyers Edge and the Jobsok Extra. The Buyers Edge is a free
publication that gets mailed out each week to non-subscribers of The Oklahoman. The
Jobsok Extra is a free publication placed in racks throughout the metro area.
Recruitment notices have also been placed with Job Dig at Oklahoma State University
and the Oklahoma State University Entomology Department, the Oklahoma Agriculture
Retailers Association and the United States EPA Dallas. Additional mechanisms used
to advertise positions and recruit applicants included three national publications which
all specialize in a broad range of forestry, environmental and natural science fields
which reach the regional, national and international candidates. These national
publications included: The Society of American Foresters - The Source (placement of
recruitment announcements), Environmental Career Opportunities (www.ecojobs.com)
and The Job Seeker (www.thejobseeker.net). SAF and Environmental Career
Opportunities are strictly for posting recruitment announcements which had to be paid
for by the agency. The Job Seeker was free to the agency; however, individuals
seeking employment had to pay to subscribe. Verbal and written communication was
relayed to the Appointing Authority of the Department of Agriculture, Food and Forestry
informing him of the suggestion from Representative Mike Shelton and Representative
Jabar Shumate that these "on campus" efforts be expanded to other colleges and
universities with agriculture programs to reach students other that may not have the
same common foregrounds and backgrounds. Rep. Shelton and Rep. Shumate offered
to assist if the agency sought to present these events at other colleges/universities.
Rep. Shumate stated that, if needed, he and Rep. Shelton would see if they could find
and provide financial assistance or if assistance can be provided by other means to let
them know. This offer of assistance was also relayed to the Appointing Authority. The
objective remains to attract members of protected groups to apply for all job positions
within the Department of Agriculture, Food, and Forestry.
AAPNarrB/24/10 16
The Office of Personnel Management OK Careers on-line application process
continues to provide a significant increase in the amount of exposure to potential
applicants across the nation and we are receiving an increased number of inquiries
from prospects who are willing to relocate. The current economic status is also
providing a plethora of employment prospects with educational backgrounds and
experience that far surpass the requirements for some of our positions. We have
witnessed a considerable increase in the number of out of state applicants interested in
many of our "non-traditional" positions. We are also experiencing a dramatic increase
in the number of confirmatory responses we receive when notices are sent to applicants
to schedule interviews. We have revised our agency interview procedures to allow
telephone interviews in an effort to be more accessible to those applicants across the
nation that may not be financially able to afford to travel to Oklahoma for the initial
interview and a possible second interview. It is our mission to continue to expand our
recruitment efforts into minority communities.
We will continue to work with the Retired Educators for Youth in Agricultural Programs.
This is a minority organization dedicated to agricultural education in the minority
community. The Agency, the Cultural Diversity Committee and the Black Heritage
Committee have sponsored the Lifetime Service to Agricultural Awards. We will be
celebrating our twenty-first annual Black Awareness Celebration in February, 2011.
The Department's Cultural Awareness Committee continues to highlight each major
ethnic group's contribution to America's society. The main focus is to educate and to
encourage communication, respect and understanding between groups. In addition,
our Cultural Diversity committee is continuing to study and prepare recommendations
for improvement with our recruiting process. This committee is comprised of at least
one representative from each of the categories and from each agency division.
The Civil Rights Consultant has been and will continue interaction with female and
minority organizations, networking opportunities with the Alliance for Affirmative Action
and the American Association for Affirmative Action.
In response to telephone inquiries and/or visits in person, all applicants were informed
of recruitment procedures through OPM. All disabled individuals were referred to OPM
to obtain certification under Title 74, Section 840-2.12 if they had not already done so.
House Bill 1340 applications are processed and applicants are interviewed and
considered when recruitment efforts match applicant's designated areas of
qualifications review.
Forestry Services is a partner with the USDA Forest Service, Bureau of Indian Affairs
and several Tribal Governments in a program to train and organize Native American
firefighting crews. Some of these firefighters are placed on assignment with ODAFF
firefighter units. This cooperative effort provides ODAFF Forestry Services with a pool
of qualified firefighters for future openings in the Protective Services job group.
AAPNarr8/24/10 17
Efforts to attract Asian Americans for employment with the Agency have been
expanded with the cooperation of the India/Asian organization. We will continue to
pursue other avenues for recruitment in the Asian American community. Information
provided by the Governor's Council for Asian Affairs stated that Asian Americans are
more interested in small businesses, being engineers and/or domestic service type
positions rather than involvement in agriculture. This revelation has proven true within
this Agency witnessed by the hiring of Asian Americans in the Professional group of this
Agency.
Recruitment efforts in the Hispanic American community will continue to expand as
contacts and cooperative efforts are established with individuals, organizations and
support groups. Efforts to attract and recruit Hispanics for employment with the Agency
have also been expanded.
The Agency continues to be committed to utilize the Work Incentive Program under 74
O.S. 840.5-16. Several of our employees from this program have successfully
completed the two year training period and have been promoted to higher level
positions.
AAPNarr8/24/10 18

Oscar B. Jackson, Jr., Administrator and
Secretary of Human Resources and Art~inistration
Mary Fallin
Governor
)0. 3 A256 2009/10 c.1
STATE OF OKLAHOMA
OFFICE OF PERSONNEL MANAGEMENT
"Working for Oklahoma"
February 23, 2011
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James Reese
Secretary of Agriculture
Commissioner of the Department of
Agriculture, Food and Forestry
2800 North Lincoln Boulevard
Oklahoma City, OK 73105
Dear Secretary Reese:
Based on the review and recommendation of the OPM Office of Equal Opportunity and
Workforce Diversity (EOWD) and the Affirmative Action Review Council, I have approved your
agency's FY-2011 Affirmative Action Plan. This action is taken in accordance with the
provisions of Title 74 O.S., Section 840-2.1 and Merit Rule 530:10-3-36.
As an agency under the Merit System of Personnel Administration, I hope that you will continue
to take advantage of the resources offered by our agency to assist you in achieving your stated
goals and objectives. In particular, I hope that you will consult with Brenda C. Thornton,
Director of EOWD, on technical issues relating to the implementation and administration of your
plan. Ms. Thornton can be reached at (405) 521-3082 or brenda.thornton@opm.ok.gov. You
may also wish to seek the assistance of Herman Johnson, Targeted Minority Recruitment
Coordinator, in identifying individual applicants or new recruitment sources for targeted groups.
Mr. Johnson can be reached at (405) 522-0663 or herman.johnson@opm.ok.gov.
I commend you and your staff on the development of your FY-2011 Affirmative Action Plan. I
also wish you success in accomplishing your equal employment opportunity and affirmative
action goals and objectives. Please let me know if I may be of further assistance.
Oscar B. Jackson, Jr., I MA-CP
Administrator and Cabinet Secretary
of Human Resources and Administration
cc: Cherry Williams
"We serve the people of Oklahoma by delivering reliable and innovative
human resource services to our partner agencies to achieve their missions."
2101 North Lincoln Boulevard • Oklahoma City, OK 73105-4904 • (405) 521-2177 • Fax (405) 524-6942 • www.opm.ok.gov
OKLAHOMA
DEPARTMENT OF
AGRICULTURE, FOOD, AND FORESTRY
FY-10 AFFIRMATIVE ACTION PLAN
AS SUBMITTED BY
CHERRY M. WILLIAMS
CIVIL RIGHTS CONSULTANT
TO
TERRY PEACH, SECRETARY OF AGRICULTURE
THE OKLAHOMA STATE BOARD OF AGRICULTURE
THE OKLAHOMA OFFICE OF PERSONNEL MANAGEMENT
OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD, AND FORESTRY
AFFIRMATIVE ACTION PLAN
FISCAL YEAR 2010
TABLE OF CONTENTS
Introduction and Compliance Statement 1
Part One - Narrative Portion
EEO/AA Policy Statement 2
Sexual Harassment Policy Statement 3
Sexual Discrimination Guidelines .4
Responsibility for Implementation 5
Responsibility of Division Directors 6
Responsibility of Employees 7
Dissemination of Policy 8
EEO Policy for the Disabled and Older Persons 10
Action Oriented Programs (Training and Recruitment) 11
Evaluation of FY 10 Efforts 14
Evaluation of Previous Efforts (3 year period) 19
Identification of Problem Areas 20
Internal Auditing and Reporting 21
Part Two - The Statistical Portion
Job Group Analysis 23
Availability Analysis 34
Utilization Analysis 43
Department of Agriculture FY-10 Goals .45
Present Staffing Report 47
Personnel Transactions Report 49
Part Three - References and Definitions
EEO Job Categories 51
Glossary of EEO Terms and Concepts 52
EEO/AA Laws 58
INTRODUCTION
This document contains the Affirmative Action Plan for the Oklahoma Department of
Agriculture, Food, and Forestry for the Fiscal Year 2010, as submitted to the Oklahoma
Office of Personnel Management. The effective period of this plan is July 1, 2009
through June 30, 2010. The employment data contained herein reflects the work force
as of June 30,2010.
In accordance with Merit Rule 530:10-3-33, Affirmative Action Plans, the Oklahoma
Department of Agriculture, Food, and Forestry sets forth in the following pages an
Affirmative Action Plan for Division Directors and departmental supervisors to follow on
carrying out the Affirmative Action Program.
In addition, Merit Rule 530:10-3-34 requires that each state agency maintain data
reflecting the composition of its workforce for race or ethnic group and gender for the
purpose of developing affirmative action objectives and to comply with the State of
Oklahoma and Federal reporting requirements.
This plan will be upgraded annually (or as needed), and submitted each year to the
Office of Personnel Management for review on or before the first day of September.
AAPNarr8/24/10
/
State of Oklahoma
Department of Agriculture, Food, and Forestry
2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864
www.oda.state.ok.us
lradHenry
:;'overnor
Terry L. Peach
Secretary and Commissioner
EQUAL EMPLOYMENT OPPORTUNITY
ANDAFFIRMATIVE ACTION POLICY
TO: ALL EMPLOYEES OF THE DEPARMENT OF AGRICULTURE, FOOD, AND FORESTRY
It is the policy and legal obligation of the Department of Agriculture, Food, and Forestry (the Agency) to
comply with all applicable laws pertaining to equal employment opportunity. The Agency therefore has
made a commitment to equal opportunity by establishing an Affirmative Action Plan as the means to
achieving this commitment. Consistent with federal and state laws and guidelines established for equal
opportunity and affirmative action,l affirm my continuing policy' to provide equal employment and
advancement opportunities in all job classifications of this agency without regard to political or religious
affiliations or opinions, race, creed, gender, age, color, national origin, or disability, so long as the
disability does not render the employee unable to do the work for which they are employed.
Affirmative Action should be viewed as a planned, cooperative ·effort developed to eliminate barriers and
correct deficiencies in .providing equal opportunity at all levels. The principles of equal employment
opportunity apply to all employment practices and personnel actions throughout the agency including, but
not limited to, recruiting, hiring, training, promotions; demotions, separations, transfers, layoffs (RIF),
recall, compensation, benefits, any and all terms and conditions of employment and agency sponsored
social and recreational activities.
Cherry M. Williams, located in the Oklahoma .City office, is assigned to serve as the Civil Rights
Consultant for this Agency. Ms. Williams is responsible for compliance with state and federal equal
employment laws and for implementing the Affirmative Action Plan, including equal. employment
practices, monitoring and evaluating our progress and reporting results to me. She is available to any
employee having questions or needing assistance in regards to Affirmative Action or equal employment
opportunity in this Agency. Employees who believe they have not been treated in accordance with this
policy are encouraged to contact Ms. Williams at (405) 522-5772. Interested parties may review the plan
by contacting the Affirmative Action Office located in the Human Resources Section Office.
The continued success of Affirmative Action requires the total commitment and maximum cooperation
from every employee throughout this Agency. Equal employment opportunity is not only the law; it is the
policy of the Agency. My personal commitment to this policy is complete. I expect each and every
employee to perform his/her duties and responsibilities in a manner that will demonstrate this Agency's
firm commitment in this most important area. Your cooperation is expected to enable the Agency to
achieve this goal. I am personally committed to this policy and accept overall responsibility for equal
employment and affirmative action within this agency.
BOARD OF AGRICULTURE
Da~ .
State of Oklahoma
.Department of Agriculture, Food, and Forestry
2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864
www.oda.state.ok.us
Brad Henry
:;overnor
Terry L. Peach
Secretary and Commissioner
SEXUAL HARRASSMENT AND HARASSMENT POLICY
It is the goal of the Oklahoma Department of Agriculture, Food, and Forestry (the Agency) to provide a work
atmosphere free from sexual harassment and other forms of harassment including intimidation and coercion. It Is the
Agency's policy to abide by federal laws, state laws and state Merit Rules of Employment, which prohibit these forms
of harassment.
Harassment of any kind, by or toward any individual or employee, will not be tolerated by the Agency. All employees,
including management, are responsible for insuring their conduct or the conduct of others does not violate the letter
or spirit of this policy and must take immediate corrective action by reporting such conduct to the Director of
Administrative Services or the Human Resources Manager. ViolatorS of this policy, including false accusations, will
receive counseling and/or disciplinary action as deemed appropriate up to and including termination from this
Agency.
Sexual harassment isa form of unlawful discrimination. based on sex. Sexual harassment includes, .but is not
limited to, unwelcome sexual advances, request for sexual favors, lewd or obscene language with sexual overtones,
and other verbal or physical conduct of a sexual nature.
Harassment is defined as verbal or physical conduct that demeans or shows hostility or aversion toward an
individual because of his/her race, color, religion, gender, national origin, age, or disability Or that of his/her relatives,
friends or associates.
Sexual harassment or harassing conduct includes, but is not limited to the following:
Unwelcome sexual flirtation, sexual remarks, conduct, jokes, suggestions, touching, plnchinq, brushing the
body;
Threats, demands or suggestions that an individual's work status or any employment decisions concerning that
individual would be conditional upon the acceptance of or resistance to sexual advances;
Name calling, slurs, negative stereotyping, or acts which has the purpose of unreasonably interfering with an
individual's work performance or creating a threatening, intimidating, hostile or offensive work environment;
Display or circulation anywhere on the Agency's 'premises or property of written or graphic material that defames
or shows hostility or aversion toward an individual or group or displays sexually suggestive or sexually
demeaning objects or pictures;
Retaliation against employees for reporting the behavior cited above or similar behavior.
All complaints of harassment will be investigated and treated With confidentiality and respect regarding the personal
privacy of all concemed parties. If you believe you have been the victim of sexual harassment or other forms of
harassment by anyone, including managers, supervisors, co-workers, vendors, outside agents or visitors you should
report it immediately to one of the following: your supervisor, Division Director, or you may directly contact Cherry
Williams, the Civil Rights Consultant in the Oklahoma City office at (405) 522-5772.
BOARD OF AGRICULTURE
Terry bate
SEX DISCRIMINATION GUIDELINES
It is the policy of this agency not to discriminate against any employee or applicant on
the basis of sex. The agency maintains a policy ensuring equal employment
opportunities for all employees without regard to sex. Recruitment, selection,
promotion, transfer and training are done on the basis of occupational qualifications.
The following employment guidelines have been established:
1. Written personnel policies and practices apply to every employee
regardless of sex.
2. Employees and applicants of both sexes are considered equally for all
positions for which they meet the required qualifications.
3. No distinction is made between sexes regarding opportunities, wages,
hours of work, benefits or other conditions of employment.
4. Married and unmarried men and women are treated equally in all
conditions of employment. The agency does not deny employment to
women or men with young children.
5. Appropriate and comparable physical facilities are provided for employees
and applicants of both sexes.
6. Leaves of absences are treated the same for all employees regardless of
sex and marital status.
7. Women and men are eligible for all training programs and other benefits
offered by the agency.
8. Employees with disabilities related to pregnancy are treated in the same
manner as any other employee with a disability caused by other medical
conditions.
9. The same terms and conditions are applied to leaves of absences due to
disabilities arising out of pregnancy as are applied to leaves of absences
related to other medical conditions.
AAPNarr8/24/10 4
RESPONSIBILITY FOR IMPLEMENTATION
RESPONSIBILITY OF THE APPOINTING AUTHORITY
The Cabinet Secretary of Agriculture, Terry L. Peach, exercises overall responsibility for
equal opportunity and affirmative action within this agency.
RESPONSIBILITY OF THE CIVIL RIGHTS CONSULTANT
Responsibility for the development, implementation and monitoring of the affirmative
action plan shall rest with Cherry Williams, Civil Rights Consultant, whose
responsibilities include, but are not limited to the following:
1, Develop affirmative action programs, policy statements, plans and internal
communications.
2. Assist in the identification of problem areas and effecting solutions to
problems.
3. Design and implement audit and reporting systems to:
A. Measure the effectiveness of the agency's program.
B. Indicate remedial action needed to correct deficiencies.
C. Determine the degree to which the agency's goals and objectives
have been attained.
4. Serve as liaison between the agency and the various state and federal
compliance agencies.
5. Serve as the agency's outreach and referral resource for minority
organizations, women's organizations, organizations for disabled and
older individuals; and, community action groups concerned with
employment opportunities for minorities, women, disabled and older
individuals.
6. Investigate cases of and draft recommendations for resolution of
discrimination complaints.
7. Keep the agency's various organizational levels informed of developments
in the EEO area.
AAPNarr8/24/10 5
8. Ensure the proper display of EEO posters and policies and inspect the
agency's various work sites to ensure that EEO information is being
disseminated and prominently displayed where appropriate.
9. Monitor the agency's personnel practices to ensure that discriminatory
practices do not exist.
10. Conduct career guidance counseling with employees, with special
attention given to minorities, women, disabled persons and older workers
to ensure they have full access to opportunities for career progression (i.e.
transfers, promotions, training, etc.).
RESPONSIBILITY OF THE DIVISION DIRECTORS
1. Assist in the identification of problem areas and establishment of division
goals and objectives.
2. Work toward the elimination of any areas of under utilization of women
and minorities in areas of identified deficiency.
3. Monitor all employment related decisions, including hiring, promotion,
training, transfer, and termination, without regard to race, color, national
origin, sex, age, religion, disability and eliminate any impediments to goal
attainment.
4. Take appropriate disciplinary actions for violations of the EEO policy or
Affirmative Action Plan.
5. Communicate regularly with staff to emphasize the agency's EEO policies,
including the policy against harassment and sexual harassment of all
employees.
6. Be aware of and/or involved in community action groups, service
programs and local women and minority organizations.
7. Conduct periodic audits to ensure that their areas of responsibility are in
compliance with:
A, Required posters being properly displayed.
B. Insuring that all employees regardless of race or sex are afforded a
full opportunity to participate in any agency sponsored educational,
training, recreational and social activities.
AAPNarr8/24/10 6
RESPONSIBILITY OF THE EMPLOYEES
1, Apply all laws, rules and regulations, policies and procedures fairly and
impartially to all individuals, without regard to political or religious opinion
or affiliation. race, creed, gender, age, color, national origin or disability
condition.
2. Exhibit an attitude of respect, courtesy and cooperation toward fellow
employees and the general public.
3. Aid supervisors and managers in carrying out their responsibilities with
regard to the EEO/AA program.
4. Be familiar with the affirmative action plan and make a good faith effort to
complete their assigned responsibilities as identified in the plan.
AAPNarr8/24/10 7
DISSEMINATION OF POLICY
The following are methods, which will be used to publicize the Agency's commitment to
Equal Employment Opportunity and its' Affirmative Action Program.
INTERNAL DISSEMINATION
The Oklahoma Department of Agriculture, Food, and Forestry, through its Civil Rights
Consultant, will notify supervisory and management personnel and other employees of
its Affirmative Action Program through a variety of methods:
1. The EEO and sexual harassment policy statements will be posted on the
Human Resources and division bulletin boards and in the break-room. In
addition to the postings, all employees will receive updated copies of the
policies with their September pay warrant. The policy statements are also
posted on the intra-agency time and leave computer program for viewing
by agency employees. These notices will state the name of the Civil
Rights Consultant, to whom questions, comments, or complaints should
be directed. All required state and federal EEO notices are also posted.
2, All employees have been given the Employee Handbook, which includes
nondiscrimination policies and a brief synopsis of the Affirmative Action
Plan. Copies of the Plan are available for employees to review at the
agency headquarters. A copy of the Plan is sent to each agency area
office for prominent placement so field employees and the public may
view.
3. A copy of the discrimination complaints procedure is contained in the
Employee Handbook and is explained to each new employee of the
Oklahoma Department of Agriculture, Food, and Forestry during
employee orientation. Employees are encouraged to use the
discrimination complaints procedure to resolve problems that may arise in
the course of their employment.
4. Division Directors will be provided with information regarding the
Affirmative Action Plan, which they in turn will present and discuss with
supervisors, upon approval of the Plan.
5, Each Division Director and appropriate supervisory staff will be
responsible for becoming familiar with the Plan, as it is essential to their
understanding and cooperation for compliance with the fulfillment of the
Plan's objectives.
AAPNarr8/24/10 8
6. The Affirmative Action Program and policies of equal employment
opportunity and sexual harassment are explained in employee orientation
and supervisory training programs.
EXTERNAL DISSEMINATION
The Oklahoma Department of Agriculture, Food, and Forestry will use the following
methods to externally publicize its commitment to Equal Employment Opportunity and
Affirmative Action:
1. Upon approval of the Plan, copies will be forwarded to the Oklahoma
State Department of Libraries by the publications officer.
2. Recruiting sources will be notified of the approved, updated Plan by the
Human Resources Director and/or Civil Rights Consultant.
3. All contractors, sub-contractors and vendors with which the Agency
contracts, purchases or does business with will be notified of the Policy on
Equal Employment Opportunity and Affirmative Action.
4. Copies of the Agency's Affirmative Action Plan will be available, upon
request, from the Affirmative Action Office located in Oklahoma City.
5. A copy of the Plan is located in the main entrance reception area of the
building where the general public and external applicants enter the
building.
AAPNarrB/24/10 9
EEO POLICY FOR THE DISABLED
AND OLDER PERSONS
DISABLED PERSONS
It is the policy at this Agency to provide equal employment and advancement
opportunities to all qualified disabled individuals.
The Rehabilitation Act of 1973. As amended, defines a "disabled individual" as any
person who has a physical or mental impairment, which substantially limits one or more
of such person's major life activities, has a record of such impairment, or is regarded as
having such impairment.
"Qualified disabled individuals" means a disabled individual who is capable of
performing a particular job, with reasonable accommodation to his or her disability.
The Agency will take affirmative action steps to ensure fair treatment of every individual
in all aspects of employment, regardless of disability.
AGE DISCRIMINATION
Agency policy is to ensure persons over 40 years of age are treated equally in all
aspects of employment.
The Age Discrimination in Employment Act of 1967, as amended, protects persons over
40 years of age from discrimination on the basis of age in any terms or conditions of
employment.
The Agency will make every effort to ensure that no employee over 40 is denied equal
terms or conditions of employment.
AAPNarr8/24/10 10
ACTION ORIENTED PROGRAMS
TRAINING, RECRUITMENT AND COMMUNITY ACTION PROGRAMS
RECRUITMENT
In the face of the changing labor market, recruitment planning is crucial. The active
recruitment of new employees affords the best opportunity to maintain an appropriate
work force balance in all job categories.
Recruitment efforts of the Agency include placement of paid advertising in the
newspapers and publications of area, local, university, affiliations and neighboring
states notifying the public of the availability and/or opening of testing through the Office
of Personnel Management in an effort to expand our applicant base. Recruitment
announcements are sent to multiple State agencies for posting in conspicuous places.
Recruitment announcements are also placed on the Agency web site. The recruitment
assistance of current Agency employees is sought by asking employees to encourage
their friends and family to apply for Agency openings via the merit system or for
unclassified positions.
The Agency has sought and received support and assistance in our recruitment efforts
from the Hispanic Chamber of Commerce and the India/Asian organization in the Tulsa,
Oklahoma area. Recruitment announcements sent to these organizations are posted
and also disseminated to other branches of their organizations. The India/Asian
organization forwards our recruitment announcements to their student community at the
University of Tulsa and the Hispanic Chamber of Commerce places our recruitment
announcements in their "job banks directory." The Agency has also established a
partnership with the Urban League of Greater OKC and Langston University in which
recruitment announcements are forwarded to the Workforce Development Coordinator
and the Employment Manager respectively of these organizations for posting in an
effort to reach a wider variety of applicants.
The Agency annually participates in the Career Fair sponsored by and held on the
campus of Langston University in an effort to attract minority students as Carl Albert
intern's or for a career in agriculture.
The Civil Rights Consultant will review the staffing patterns and turnover rates to
determine vacancies and assist or provide guidance to divisions in their recruitment
activities to meet agency needs.
SELECTION
As vacancies occur, an analysis of position descriptions will be conducted to ensure
that they accurately reflect position functions and are consistent for the same position
AAPNarr8/24/10 11
from one location to another.
The Human Resources Office and divisions will periodically review job requirements
and specifications. Special attention will be given to academic, experience, physical,
and skill requirements to ensure that the requirements themselves do not constitute
inadvertent discrimination and are free from bias in regard to race, color, religion, sex
disability or national origin.
Vacancy announcements will be posted and distributed to all recruiting sources and
members of management will be involved in the recruiting, screening, selection and
promotion processes.
Selection process will be evaluated to ensure that they are nondiscriminatory. All
personnel involved in the selection process will be provided with an "Interviewing
Procedures and Guidelines" handbook and will also receive necessary ongoing training
to ensure the selection processes remain nondiscriminatory.
TRAINING
The Office of Personnel Management's Human Resource Development Division
courses are used to prepare employees for advancement to supervisory positions. In-house
training is also available provided by the agency Training Specialist. Additionally,
employees are provided on-the-job-training (OJT) in their respective divisions. For
example: Meat Inspection has an entry-level training program. Each employee
interested in advancement to senior level is afforded the opportunity to progress to
Meat Processing Training. Animal Health Livestock Inspection also has an entry-level
training program. The Forestry Division's training program is designed to prepare all
interested employees for advancement opportunities in the Forest Ranger and Forester
classes. This has been approved by OPM and can help those employees who do not
have an Associate Degree in Forestry to cross over the threshold to higher level
positions.
On a department level, Directors, Managers, and Supervisors are becoming more
aware and active in Affirmative Action Planning and providing a bias free work
environment. Emphasis is stressed and affirmative action planning is reinforced by the
Cabinet Secretary of Agriculture during weekly meetings with agency Directors. The
Department now has a full-time Training Specialist who will work with the Civil Rights
consultant to provide training to agency personnel in affirmative action planning.
SUPPORT OF COMMUNITY ACTION PROGRAMS
The Agency supports local community service programs designed to improve the
employment of minorities and women. Management is encouraged to serve on
community relation boards and similar organizations. The agency is committed to
assist secondary schools and colleges upon request and where feasible, in programs
designed to enable minority and women graduates to better compete for employment.
AAPNarr8/24/10 12
ODAFF has sponsored or been involved with the following programs:
Ag in the Classroom; designed to introduce agriculture to secondary school age
children statewide. Programs target inner city schools with diverse ethnic backgrounds.
Cultural Diversity; ODAFF has an ongoing active Cultural Diversity committee.
Diversity programs designed to educate agency employees, managers and supervisors
are presented throughout the year. It is the mission of this committee to create a better
understanding of and sensitivity to various ethic, gender and minority cultures.
Retired Educators for Youth in Agricultural Programs; ODAFF has an eleven year
relationship with REYAP. Every year the agency assists with the coordination of a
recognition luncheon honoring Black Educators in Agriculture. This relationship works
through the agency's Market Development Division's liaison.
This agency also maintains an ongoing relationship with the following organizations:
• Future Farmers of America
• Langston University
• Oklahoma Alliance for Affirmative Action
• Oklahoma State University
• AARP Senior Employment Service
• Oklahoma State Work Incentive Program
• Oklahoma Black Historical Research Project, Inc.
• Retired Educators for Youth in Agriculture Program
• Women in Agriculture
• Oklahoma 4-H Clubs
AAPNarr8/24/10 13
EVALUATION OF FY - 2010 EFFORTS
OFFICIALS AND MANAGERS:
It was anticipated that one vacancy would occur in this category and that vacancy did
occur. Our goal was to have one position filled by an Asian/Pacific Islander female.
This goal eluded us this year. We did fill a vacancy in this category with one White
female. We will continue to pursue and identify qualified women and minorities in this
job group for future recruitment efforts as vacancies occur and turnover allows.
PROFESSIONALS:
The goal to hire two minority employees and one female employee for fiscal year 2010
was partially met with the hiring of four White females.
TECHNICIANS:
The goal to hire four minorities and one female was not achieved. Minority hires in this
category eluded our expectations. The goal to hire one female was met with the hiring
of one White female. Recruitment efforts have been expanded statewide to contact,
identify and attract qualified Black, Asian American, Hispanic, American Indian and
female applicants in this job group.
PROTECTIVE SERVICES:
The goal, if an opportunity occurred, was to hire one Black, one Hispanic and one
female in fiscal year 2010. The agency was not able to place any minorities in this
category in FY 2010. Efforts will continue to promote employment in this category and
to identify qualified women and minorities for this job group. The duties of personnel in
this job group consists mainly of firefighting, law enforcement and wildlife management
activities (all somewhat hazardous positions); therefore, progress toward full utilization
of minorities and women in this area will continue to take a number of years given the
low number of qualified minority and female candidates in this non-traditional job
classification.
PARA PROFESSIONALS
This group is not underutilized and no goal was set.
AAPNarr8/24/10 14
ADMINISTRATIVE SUPPORT
Although this job group is not underutilized we did set a goal to hire one Black, one
American Indian and two females. The agency hired one Black female in FY 2010 and
two White females.
SKILLED CRAFT:
This job group is not underutilized; however, we did set a goal to hire one American
Indian. No opportunity presented itself to fulfill this goal during FY 2010.
SERVICE/MAINTENANCE:
The goal of the agency was to hire one Black in this job group. The agency was not
able to recruit and/or fill any positions in this job group with members of the Black ethnic
group.
AAPNarr8/24/10 15
GOOD FAITH EFFORTS
The Department of Agriculture, Food, and Forestry will continue our relationship with
Oklahoma State University, Langston University and the Urban League of Greater OKC
to attract minority and female applicants. The Department of Agriculture, Food, and
Forestry places students in the appropriate divisions during the summer and school
breaks. The creation of flexible work schedules has permitted college students to
continue to work part-time throughout the school year.
In addition, we are participating in minority job fairs and promoting the Department. We
plan to continue to attend college job fairs this year. During this reporting period we
have made a continuous effort to communicate with minority organizations and
community leaders with our recruitment programs. Recruitment efforts also include
placement of paid advertising in small town newspapers in eastern Oklahoma, the
Oklahoma City area and bordering states to inform the public of job openings and to
encourage testing for employment consideration. Unclassified positions have also
been advertised in applicable local newspapers. Ads have been placed in The
Oklahoman (published daily by the OPUBCO Communications Group) to recruit
applicants. This same advertisement also appeared online at www.jobsok.com for two
weeks as well as in the Buyers Edge and the Jobsok Extra. The Buyers Edge is a free
publication that gets mailed out each week to non-subscribers of The Oklahoman. The
Jobsok Extra is a free publication placed in racks throughout the metro area.
Recruitment notices have also been placed with Job Dig at Oklahoma State University
and the Oklahoma State University Entomology Department, the Oklahoma Agriculture
Retailers Association and the United States EPA Dallas. Additional mechanisms used
to advertise positions and recruit applicants included three national publications which
all specialize in a broad range of forestry, environmental and natural science fields
which reach the regional, national and international candidates. These national
publications included: The Society of American Foresters - The Source (placement of
recruitment announcements), Environmental Career Opportunities (www.ecojobs.com)
and The Job Seeker (www.thejobseeker.net). SAF and Environmental Career
Opportunities are strictly for posting recruitment announcements which had to be paid
for by the agency. The Job Seeker was free to the agency; however, individuals
seeking employment had to pay to subscribe. Verbal and written communication was
relayed to the Appointing Authority of the Department of Agriculture, Food and Forestry
informing him of the suggestion from Representative Mike Shelton and Representative
Jabar Shumate that these "on campus" efforts be expanded to other colleges and
universities with agriculture programs to reach students other that may not have the
same common foregrounds and backgrounds. Rep. Shelton and Rep. Shumate offered
to assist if the agency sought to present these events at other colleges/universities.
Rep. Shumate stated that, if needed, he and Rep. Shelton would see if they could find
and provide financial assistance or if assistance can be provided by other means to let
them know. This offer of assistance was also relayed to the Appointing Authority. The
objective remains to attract members of protected groups to apply for all job positions
within the Department of Agriculture, Food, and Forestry.
AAPNarrB/24/10 16
The Office of Personnel Management OK Careers on-line application process
continues to provide a significant increase in the amount of exposure to potential
applicants across the nation and we are receiving an increased number of inquiries
from prospects who are willing to relocate. The current economic status is also
providing a plethora of employment prospects with educational backgrounds and
experience that far surpass the requirements for some of our positions. We have
witnessed a considerable increase in the number of out of state applicants interested in
many of our "non-traditional" positions. We are also experiencing a dramatic increase
in the number of confirmatory responses we receive when notices are sent to applicants
to schedule interviews. We have revised our agency interview procedures to allow
telephone interviews in an effort to be more accessible to those applicants across the
nation that may not be financially able to afford to travel to Oklahoma for the initial
interview and a possible second interview. It is our mission to continue to expand our
recruitment efforts into minority communities.
We will continue to work with the Retired Educators for Youth in Agricultural Programs.
This is a minority organization dedicated to agricultural education in the minority
community. The Agency, the Cultural Diversity Committee and the Black Heritage
Committee have sponsored the Lifetime Service to Agricultural Awards. We will be
celebrating our twenty-first annual Black Awareness Celebration in February, 2011.
The Department's Cultural Awareness Committee continues to highlight each major
ethnic group's contribution to America's society. The main focus is to educate and to
encourage communication, respect and understanding between groups. In addition,
our Cultural Diversity committee is continuing to study and prepare recommendations
for improvement with our recruiting process. This committee is comprised of at least
one representative from each of the categories and from each agency division.
The Civil Rights Consultant has been and will continue interaction with female and
minority organizations, networking opportunities with the Alliance for Affirmative Action
and the American Association for Affirmative Action.
In response to telephone inquiries and/or visits in person, all applicants were informed
of recruitment procedures through OPM. All disabled individuals were referred to OPM
to obtain certification under Title 74, Section 840-2.12 if they had not already done so.
House Bill 1340 applications are processed and applicants are interviewed and
considered when recruitment efforts match applicant's designated areas of
qualifications review.
Forestry Services is a partner with the USDA Forest Service, Bureau of Indian Affairs
and several Tribal Governments in a program to train and organize Native American
firefighting crews. Some of these firefighters are placed on assignment with ODAFF
firefighter units. This cooperative effort provides ODAFF Forestry Services with a pool
of qualified firefighters for future openings in the Protective Services job group.
AAPNarr8/24/10 17
Efforts to attract Asian Americans for employment with the Agency have been
expanded with the cooperation of the India/Asian organization. We will continue to
pursue other avenues for recruitment in the Asian American community. Information
provided by the Governor's Council for Asian Affairs stated that Asian Americans are
more interested in small businesses, being engineers and/or domestic service type
positions rather than involvement in agriculture. This revelation has proven true within
this Agency witnessed by the hiring of Asian Americans in the Professional group of this
Agency.
Recruitment efforts in the Hispanic American community will continue to expand as
contacts and cooperative efforts are established with individuals, organizations and
support groups. Efforts to attract and recruit Hispanics for employment with the Agency
have also been expanded.
The Agency continues to be committed to utilize the Work Incentive Program under 74
O.S. 840.5-16. Several of our employees from this program have successfully
completed the two year training period and have been promoted to higher level
positions.
AAPNarr8/24/10 18